Business Letter

What is a Business letter?

is usually a letter from one company to another, or between such organizations and their customers, clients
and other external parties.
Business letters can have many types of contents, for example to request direct information or action from
another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly
to a request, to apologize for a wrong, or to convey goodwill.
A business letter is sometimes useful because it produces a permanent written record, and may be taken
more seriously by the recipient than other forms of communication.

Cont.

A letter written for formal or professional purposes.

Should be short, courteous, and to the point...

1. Return Address:
If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone
number. These days, its common to also include an email address.
2. Date:
Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead,
type it where shown.
3. Reference Line:
If the recipient specifically requests information, such as a job reference or invoice number, type it on one or
two lines, immediately below the Date (2). If youre replying to a letter, refer to it here. For example,
Re: Job # 625-01
Re: Your letter dated 1/1/200x.
4. Inside Address:
Type the name and address of the person and/or company to whom youre sending the letter, three to eight
lines below the last component you typed. Four lines are standard. If you type an Attention Line (5), skip the
persons name here. Do the same on the envelope.
5. Attention Line:
Type the name of the person to whom youre sending the letter. If you type the persons name in the Inside
Address (4), skip this. Do the same on the envelope.
6. Salutation:
Type the recipients name here. Type Mr. or Ms. [Last Name] to show respect, but dont guess spelling or
gender. Some common salutations are
Ladies:
Gentlemen:
Dear Sir:
Dear Sir or Madam:
Dear [Full Name]:
To Whom it May Concern:
7. Subject Line:
Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If
you type a
Reference Line (3), consider if you really need this line.
While its not really necessary for most employment-related letters, examples are below.
SUBJECT: RESIGNATION
LETTER OF REFERENCE
JOB INQUIRY
8. Body:
Type two spaces between sentences. Keep it brief and to the point.
9. Complimentary Close:
What you type here depends on the tone and degree of formality. For example,
Respectfully yours (very formal)
Sincerely (typical, less formal)
Very truly yours (polite, neutral)
Cordially yours (friendly, informal)
10. Signature Block:
Leave four blank lines after the Complimentary Close (11)
to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on
relevancy and degree of formality. Examples are
John Doe, Manager
P. Smith
Director, Technical Support
R. T. Jones Sr. Field Engineer

 Different Style of Business Letter

Full Block
Semi-Block
Modified Block
Modified Semi Block
1. Full Block Style
Is a letter format that is all justified against the left margin, including the your return address (if not using
letterhead), the reference line, and your closing, signature, and printed name.
2. Semi-Block Style
All text is aligned to the left margin, except the date, attention line, and complimentary close.
Paragraphs are indented.
paragraphs are separated by double or triple spacing.

3. Modified Block Style

Is a letter format justified against the left margin with the exception of including the your return address, the
reference line, and your closing, signature, and printed name. These are tabbed about one third to the right of
the page.
4. Modified Semi-Block Style
all text is aligned to the left margin, except for the author's address, date, and closing.
paragraphs are indented. The author's address, date, and closing are usually indented in same position.

Cover Letter
Definition

The cover letter is the first thing which the employer will ask from you. He will read it and then understand why
you are applying and how come you have learned of the job opportunity.
your cover letter should be done flawlessly. Set things right and make a great impression. The cover letter is
that which highlights your principal skills along with your job experiences which the company is currently
looking for. It will help determine your appropriateness for the job post.

What do you need in order to make a better Cover Letter?

The introduction must have a catchy tone. After all, this will determine if your cover letter is worth reading.
Provide an opening salvo that is worth the employers attention.
Be brief and directly state why you want to fulfill such role.

If possible, direct your letter to the concerned individual and it pays to gather the relevant information about
him or her.
The main body should talk about your qualifications as to why you are perfect for the job.
Talk about the current project, the needs of the company, and why you think you can be an asset.
By personally tailoring your letter for the company, the employer will be under the impression that you have
done a great job in researching
The closing portion should contain your contact details. Express that you are always available in their most
conducive time. Also reiterate your availability.

General Types of Cover Letters:

1.
2.
3.
4.
5.

Application Letter- is written to apply for a specific job opening.

Referral Cover Letter- mentions the name of a person who referred you to a job.
Letter of Interest- also known as a prospecting letter, inquires about possible job openings at a company.
Networking Letter- request job search advice and assistance.
Value Proposition Letter- is a brief statement explaining what makes the candidate unique.

Thank you Letter

Definition:

is a letter that is used when one person/party wishes to express appreciation to another. A thank you letter
should be written as a standard business letter or personal letter, and should not normally exceed one page.
This letter usually sent after the interview.
This letter also is a chance to clarify the points that you want to tell for the interviewer to understand your point
of view.

 Curriculum vitae
(c.v.)
What is a curriculum vitae?

is a written overview of a person's experience and other qualifications.

a summary of your educational and academic backgrounds as well as teaching and research experience,
publications, presentations, awards, honors, affiliations, and other details.

Types of curriculum vitae:

1. CHRONOLOGICAL C.V.
focuses on presenting the candidate's experience on an employer by employer basis, with the posts being
listed in reverse chronological order. It also contains detail of education and qualifications, together with
hobbies. Some chronological CVs also contain a brief personal statement at the front which sets out the key
skills and strengths of the candidate. This is the most common type of CV.
How to structure a chronological C.V.:

Personal details (i.e. name and contact details)

Personal profile or career objectives. This should not exceed 5 lines.
Employment in reverse chronological order. Under each employer, you should set out a number of bullet
points which describe your key achievements. In order to be fully effective, you should ensure that you use
power words.
Key qualifications
Professional memberships
Hobbies and personal interests

Advantages

Particularly useful for those applying within the same industry as it will demonstrate your career progression.
It is the favourite format for most employers, who simply want to get a feel for your career to date.
If you do not have many achievements across your career, taking a job by job approach will save you having a
separate "Achievements" section (characteristic of Functional CVs) which may look tiny.

Disadvantages

If you have gaps in your employment which you would rather not discuss, a chronological CV will make them
more obvious.
If you are changing career direction, a chronological CV will add little information to your new employer, who
will be more concerned about the transferable skills that you are bringing rather than the detail of your
experience in an unrelated sector.

2. FUNCTIONAL C.V.
Unlike a chronological CV, a functional CV places the emphasis on your skills and expertise rather than the
chronology of you employment to date.
How to structure a FUNCTIONAL C.V. :

typically starts with a personal profile which highlights the achievements, skills and personal qualities that you
possess. This is then followed by a succession of sections, each relating to a different skill or ability. These
should be ordered in decreasing order of importance. Instead of focussing on any particular job, you should
describe your experience in its glabality. Since you are not focussing on any particular past employment, this
means you can include any skills or experience gained in voluntary or unpaid work

Advantages

If you have changed jobs frequently, if your experience is a mish-mash of seemingly unrelated posts or if you
have several career gaps, a functional CV will help place the emphasis on what you have to offer as a whole
rather than on the chronology.
If you are changing industry, a functional CV will help the recruiter focus on your transferable skills.
If you are a more mature applicant, a functional CV will take the spotlight away from your age.

Disadvantages

If you do not have much work experience, you may struggle to highlight achievements in a separate section.
A functional CV will not enable you to highlight consistent career progression. If you wish to convey career
progression, you should adopt a chronological format.
To conclude the CV, you should then a list of employers and employment dates, as well as a section on your
qualification. The last section should focus on your personal details and hobbies/interests.

3. COMBINED C.V.

follows both the chronological and functional format, which makes the CV slightly longer than normal.
Advantages

Perfect format if you have a strong career progression with many achievements.
Enables you to sell your strengths as well as your experience

Disadvantages

Lengthier than a functional or chronological CV

Failing to get the attention with the right profile at the start of the CV may result in the whole CV remaining
unread.
Not suitable for those with little experience or achievements.
Not suitable for those with employment gaps

How to write a c.v.?

1. Your Contact Information
Name
Address
Telephone
Cell Phone
Email

2. Optional Personal Information

Date of Birth
Place of Birth
Citizenship
Visa Status
Gender
Marital Status
Spouse's Name
Children
3. Employment History
List in chronological order, include position details and dates
Work History
Academic Positions
Research and Training
4. Education
Include dates, majors, and details of degrees, training and certification
High School
University
Graduate School
Post-Doctoral Training
5. Professional Qualifications
Certifications and Accreditations
6. Computer Skills
7. Awards
8. Publications
9. Books
10. Professional Memberships
11. Interests

What is a resume?

is a written compilation of your education, work experience, credentials and accomplishments and is used to
apply for jobs.
it provide employers with a detailed list of your work experience and education. The skills and
accomplishments associated with each job you have held should be described with enough detail to show
employers how you have added value in those specific roles.

Types of a Resume:
1. Chronological Resume
A chronological resume starts by listing your work history, with the most recent position listed first. Your jobs
are listed in reverse chronological order with your current, or most recent job, first. Employers typically prefer
this type of resume because it's easy to see what jobs you have held and when you have worked at them.
2. Functional Resume
A functional resume focuses on your skills and experience, rather than on your chronological work history. It is
used most often by people who are changing careers or who have gaps in their employment history.
3. Combination Resume
A combination resume lists your skills and experience first. Your employment history is listed next. With this
type of resume you can highlight the skills you have that are relevant to the job you are applying for, and also
provide the chronological work history that employers prefer.
4. Targeted Resume
A targeted resume is a resume that is customized so that it specifically highlights the experience and skills you
have that are relevant to the job you are applying for. It definitely takes more work to write a targeted resume
than to just click to apply with your existing resume. However, it's well worth the effort, especially when
applying for jobs that are a perfect match for your qualifications and experience.

How to write a
resume?
TITLE HEAD:
Name
Address
City/State/Zip Code
Telephone (with Area Code)
EMPLOYMENT
OBJECTIVE (optional)
SUMMARY OF
QUALIFICATIONS
WORK EXPERIENCE: List
most recent jobs first.
Job Title:
Job
Duties/Accomplishments:
Company Name:
Company Address:
SPECIAL SKILLS AND
ABILITIES:
EDUCATION:
Technical School and/or
College:
School Address: Dates
Attended:
Degree/Certificate or
courses taken:
High School:
School Address: Dates Attended:
Diploma or courses taken:
OTHER WORK EXPERIENCE: List job titles/positions you want to show but do not want to go into
detail about, i.e. short-term jobs, part-time jobs, volunteer work, etc.